Producing a Publication

Before producing publications in Publisher 2010 you should know what you'll do with it once it's finished. Learn your options here.


Publisher 2010

Before you create a publication, you should already have an idea of what you want to do with it when it’s finished. Will you print and distribute it? Will you publish it online? Knowing the answers to these questions is essential to making decisions about how your publication will look.

In this lesson, you'll learn about the things you need to consider before publishing, like layout, print supplies, and more. You'll also learn about printing your publication and converting it to a PDF.

Creating a publication

Video: Producing a Publication in Publisher 2010

Launch video!Watch the video (4:44).

Creating a professional-looking publication takes planning. For instance, before you even begin your publication, you should know whether you plan to print your document or distribute it online. Once you know how you'll present your publication, you can start making decisions about other aspects of it, such as page layout, paper choice, and print option.

Page layout

Some of the first choices you need to make about your publication involve page layout. Creating a publication from a template takes care of most of these choices for you. However, if you create a publication from scratch or decide to heavily modify a template, there are three components of page layout you’ll have to consider.

As you plan your publication, it might help to mock up your design on paper. You can also use an existing publication as a model.

A finished brochure and the initial mocked-up designA finished brochure and the initial mocked-up design

Producing printed publications

If you're planning on printing your publication yourself, your planning doesn't stop when you finish your layout. Before you print your publication, you'll have to make certain decisions about how you want to produce and distribute it.


Print quality


If you plan to deliver your publication via mail, consider how you're going to send it. For instance, if you're planning on mailing many copies of your publication, consult with your post office about bulk mailing price options, specifications, and restrictions. No matter how many copies of your publication you're mailing, you can choose between two ways of getting your publication ready for delivery.

Post-printing needs

Depending on the type of publication you’re producing, you may need to plan to put final touches on your publication just after printing. You may need to arrange time for tasks like:

If you plan on producing many copies of your publication, tools like paper cutters, paper creasers, and heavy-duty staplers can help you assemble your publication more quickly and precisely. Make sure to gather the needed tools ahead of time.

Printing and publishing

Video: Printing and Publishing in Publisher 2010

Launch video!Watch the video (4:06).

Before you print your publication, take a moment to review the Publisher printing options and settings. These options give you the ability to control exactly how your publication prints. If you'd rather not print your publication, Publisher also offers a way to publish electronically.

Printing settings

Publisher offers a variety of print settings you can modify to suit your needs. Among these are two tools for advanced printing tasks: double-sided printing and collating.

Review the interactive to learn about printing options and settings in Publisher 2010.

labeled graphic

Viewing Options

Underneath the print preview, you can use the viewing options to navigate between pages, switch between the front and back views of the current page, zoom in and out, and view multiple pages at once.

Save Settings

Click Save settings with this publication to make sure that the current publication will always print according to the settings you chose.

Color Options

Click the Color Options drop-down button to choose between printing your publication in color or grayscale. Remember, you can only print in color if you have a color printer installed.

Single and Double-Sided Printing

Depending on the type of publication you've created, you may wish to use double-sided printing, which prints on both sides of each sheet of paper. When you print on both sides, you'll have the choice to flip, or turn, the pages on either their long side or short side.

Paper Size

Click the Paper Size drop-down button to choose the size of paper you plan to print your publication on. Only certain paper sizes will be compatible with your publication; incompatible sizes will appear grayed-out. If your printer has multiple printer trays, you may have to manually select the tray where the correct paper is stored. To do this, click Paper Source.

Pages per Sheet

Click the Pages per Sheet drop-down button to view options for splitting your publication over a number of printed sheets (also known as tiling it). This is mainly useful for printing large items, such as banners or posters.

Page Range

By default, Publisher prints all of your pages. Click the Page Range drop-down button to print only a certain part of your publication. You can print a selection of your publication, print only the current page, or enter specific page numbers to print a custom range of pages.

Printer List

If you have multiple printers installed, you can click the Printer drop-down button to select the printer you wish to use. In this example, there is a printer for black and white printing, as well as a color printer. In order to print in color, the color printer must be selected.

Transparent View Slider

If you're using double-sided printing, the Transparent View slider lets you "see through" the front of the current page to view the reverse side. This helps you make sure that both sides of the page are lined up correctly. Click and drag the slider to move it. The further you drag the slider to the right, the less transparent the reverse side will be.


Click the Rulers button to turn on and off the rulers that appear to the top and left of the print preview.

Page Numbers Slider

Click and drag the Page Numbers slider to the right to display page numbers on the center of each page. The further you drag the slider to the right, the less transparent the number will be. These page numbers will not show up on the printed copy.

Number of Copies

Click the arrows or type in a number to indicate the number of copies of your publication you wish to print. Remember, before you print multiple copies of your publication, you should first print one copy as a test so that you can check your publication for any errors.

The Print Button

When you're satisfied with your printing settings and are ready to print your publication, click the Print button.

Before you print

Before you print, review your print settings and print a final test copy of your publication. You should also consider running the Design Checker. The Design Checker is a tool that helps you find and fix problems in your publication that may lead to printing errors.

The Design CheckerThe Design Checker

Publishing electronically

Depending on the purpose of your publication, you may decide to publish it electronically and distribute it online. Publisher offers two ways to do this. You can either:

Although Publisher promotes the HTML option as useful, it is almost always better to convert your publication into a PDF. This is because the PDF option is better at presenting your publication the way you designed it. Publications saved as HTML can lose some of their formatting and may not include custom fonts and images.

However, PDFs aren't perfect either. Depending on the type of publication you're working with, the PDF version may not be easy to browse and read. For example, while you technically can convert a brochure to a PDF, the panels will not be lined up as they would be in a printed and folded version. If you're not sure whether or not your publication is suitable for delivery as a PDF, publish a test copy early in the design process.A brochure saved as a PDFA brochure saved as a PDF

To publish as a PDF:

  1. Navigate to Backstage view, then select the Save & Send tab.
  2. Select Create PDF/XPS Document, then click the Create PDF/XPS button in the right pane.
    The Create PDF/XPS buttonThe Create PDF/XPS button
  3. The Publish as PDF or XPS dialog box will open. Browse for and select the location where you wish to save your PDF, then type a name.
  4. Click Publish.
    The Publish as PDF or XPS dialog boxThe Publish as PDF or XPS dialog box
  5. Your PDF will be created and opened. Make sure to double-check for any mistakes before sharing it.
    The published PDFThe published PDF


  1. Make a list of the things you'd need to consider and plan before making a newsletter.
  2. Open an existing Publisher publication. If you want, you can use this example.
  3. Review the print settings. Set the publication for double-sided printing.
  4. Print the publication.
  5. Publish the publication as a PDF.